Privacy Notice

1. Introduction
1
This Privacy Notice (“Notice”) explains how Aon (the “Company”) makes use of the personal
information collected about you in connection with your application for employment.

Throughout this Notice, the Company may be referred to as “the Company”, "we", "us", or
"our".

2. Collecting Your Information

2.1 The information we collect about you may include the following2:
a. contact details, such as your name, address, telephone number and email address
and other contact information for your nominated referees;
b. basic personal details, such as your date of birth, age, gender, place of birth,
nationality, country of residence, immigration status, work permit status, race,
religion, national insurance number, social security number, marital status, spoken
languages, criminal convictions, alleged offences or prosecutions pending and any
adverse findings of a disciplinary tribunal;
c. identity verification details, such as your birth certificate, passport, national
insurance number, social security number, driving licence, utility bill, bank statement,
identity card or other similar identification information;
d. financial details, such as your salary, bonus, share awards, credit status, bankruptcy
status, pension scheme or other benefit details;
e. employment, education and training details, such as your previous employment
history, employment references and other similar references, educational and
professional qualifications, professional licences and certifications, competency
assessment and examination outcomes and training and development details;
f. health details, such as sickness and fitness details and medical assessments
reports; and
g. equality and diversity monitoring details, such as racial and ethnic origin, gender,
sexual orientation, age, marital or civil partnership status, religion or other similar
beliefs and health details, including details of any physical or mental incapacity.

2.2 You are required to provide any personal information that we reasonably require to assess your
application for employment and meet our legal and regulatory obligations. Where you refuse to
provide information that we reasonably require to fulfil these obligations we may be unable to
consider your application.

2.3 Where you provide personal information to the Company about third party individuals (e.g.
information about your referees), where appropriate, you should provide these individuals with a
copy of this Notice beforehand or ensure they are otherwise made aware of how their information
will be used by the Company.

2.4 In addition to sourcing personal information from you directly, we may also collect personal
information about you from other third parties, such as your nominated referees, previous
employers, educational and professional establishments, credit reference agencies, vetting
agencies, criminal record agencies, medical professionals and other professional advisory service
providers.

1
This means the Aon legal entity that has advertised the job role and any other Aon affiliates or subsidiary companies.
2
The descriptions of the information comprised in each category are examples and are not exhaustive.

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3. Processing Your Information
We will use the information we collect about you in your application to:
a. process applications for employment and inform recruitment decisions taken
about appointments and new hires;
b. monitor racial or ethnic origin, gender diversity and physical or mental
incapacity;
c. fulfil our legal and regulatory obligations;
d. monitor compliance with our legal and regulatory obligations and internal
policies, standards, and procedures;
e. manage the physical and logical security of our office premises, IT systems,
confidential information and intellectual property;
f. facilitate the prevention, detection and investigation of crime and the
apprehension or prosecution of offenders;
g. investigate, exercise or defend legal claims or other claims of a similar nature;
and
h. exercise or enforce our rights.

4. Legal Grounds for Processing

The Company relies on the following legal grounds to collect and use your information:

a. Prospective : We will collect and use your personal information where

performance of the necessary to assess your application for employment and
employment contract to determine whether we wish to offer you employment.

b. Discharging legal and : The collection and use of some aspects of your personal
regulatory obligations information is necessary to enable us to meet our legal
and regulatory obligations in connection with your
prospective employment. For example, this may include
obligations concerning equality and diversity monitoring,
social security and tax remittance, health and safety and
immigration and work permit checks.

c. Processing for : The collection and use of some of your sensitive personal
occupational health information, such as information about your physical and
purposes. mental health is necessary for occupational health
purposes. For example, this may include medical
assessments and diagnosis to evaluate your potential
work capacity and the provision of health or social care
treatment.

d. Processing to exercise : The collection and use of some of your personal

and defend legal information, is necessary to enable us to establish,
claims. exercise or defend legal claims or other claims of a
similar nature.

e. Pursuing legitimate : The collection and use of some aspects of your personal
interests information is necessary to enable us to pursue our
legitimate commercial interests, e.g. to operate our
business, particularly the processing activities set out in
sections 3(a), 3(d), 3(f), 3(g), 3(h) of this Notice. Where
we rely on this legal basis to collect and use your
personal information we shall take appropriate steps to
ensure the processing does not infringe the rights and
freedoms conferred to you under applicable data privacy
law.

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5. Recipients of Your Information
We generally share personal information about our prospective employees with the following
recipients:
a. recruitment agencies, where necessary to administer and manage the recruitment
process;
b. employees, where necessary to operate our business;
c. third party suppliers, where we outsource our processing operations to suppliers that
process personal information on our behalf. These processing operations shall
remain under our control and will be carried out in accordance with our security
standards and strict instructions;

d. successors of the business, where the Company is sold to, acquired by or merged
with another organisation, in whole or in part. Where personal information is shared
in these circumstances it will continue to be used in accordance with this Notice;
e. medical professionals and occupational health advisers, where we require you to
undergo a medical assessment or require professional advice about your physical or
mental health. These advisers may in turn also share personal information with us
about medical assessment outcomes and your health status;

f. public authorities, regulators and government bodies, where necessary for us to

comply with our legal and regulatory obligations;
g. legal advisers, insurers and claims investigators, where necessary to investigate,
exercise or defend legal claims, insurance claims or other claims of a similar nature;
and
h. law enforcement bodies, where necessary to facilitate the prevention, detection and
investigation of crime and the apprehension or prosecution of offenders.

6. Overseas Transfers of Your Information

6.1 We operate on a global and worldwide basis and we therefore reserve the right to transfer
personal information about you to other countries to be processed for the purposes outlined in this
Notice. In particular, we may make such transfers to assess and manage your application for
employment, operate our business, improve the efficiency of our business operations and comply
with our legal and regulatory obligations. We shall endeavour to ensure that such transfers
comply with all applicable data privacy laws and regulations and provide appropriate protection for
the rights and freedoms conferred to individuals under such laws.

6.2 Where we collect personal information about you in the United Kingdom (the “UK”) or the
European Economic Area (the “EEA”) we may transfer the information to countries outside the
UK or EEA for the processing purposes outlined in this Notice. This may include transfers to
countries that the European Commission (the “EC”) and UK data protection regulator consider to
provide adequate data privacy safeguards and to some countries that are not subject to an
adequacy decision. Where we transfer personal information to countries that are not subject to an
adequacy decision we shall put in place appropriate safeguards, such as data transfer
agreements approved by the EC or UK data protection regulator, as appropriate. Where required,
further information concerning these safeguards can be obtained from Human Resources.

7. Retention of Your Information

7.1 The Company retains appropriate records of your personal information to operate its business and
comply with its legal and regulatory obligations. To determine the appropriate retention period for
personal data, we consider the amount, nature, and sensitivity of the personal data, the potential
risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we
process your personal data and whether we can archive those purposes through other means,
and the applicable legal requirements. We have implemented appropriate measures to ensure
your personal information is securely destroyed in a timely and consistent manner when no longer
required.

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7.2 In addition to the general retention period set out above in section 7.1, we may also retain your
personal information for a reasonable period to enable us to match your details with other suitable
job opportunities that may arise within Aon from time to time. If you do not wish your information
to be retained for this purpose you should inform Human Resources.

8. Accuracy of Your Information

We rely on the availability of accurate personal information to assess your application for
employment and to match you with future job opportunities that may arise. You should therefore
ensure the information you submit to support your application is accurate and, where appropriate,
kept up to date. You should promptly notify us of any changes to your personal information.

9. Information Security
We have implemented appropriate security measures to protect the confidentiality, integrity and
availability of the personal information we collect about you and ensure that such information is
processed in accordance with applicable data privacy law.

10. Your Information Rights

10.1 You have the following rights under applicable data privacy law in respect of any personal
information we collect and use about you:
a. The right to access and inspect your personal information or be provided with a
permanent copy of the information being held about you.
b. The right to request the correction of your personal information or in cases where
the accuracy of information is disputed, to supplement the information to give notice
that you dispute its accuracy.
c. The right to request the erasure of your personal information, particularly where the
continued use of the information is no longer necessary.
d. The right to object to the use of your personal information, particularly where you
feel there are no longer sufficient legitimate grounds for us to continue processing
the information.
e. The right to request the restriction of your personal information from further
processing, e.g. where the accuracy of the information is disputed and you request
that the information not be used until its accuracy is confirmed.
f. The right to request that some aspects of your personal information be provided to
you or a third party of your choice in electronic form to enable its reuse.
g. The right to complain to the relevant data protection regulator about our processing
of your personal information.

10.2 It is important to note, however, that some of the rights described above in section 10.1 can only
be exercised in certain circumstances. If we are unable to fulfil a request from you to exercise one
of your rights under applicable data privacy law we will write to you to explain the reason for
refusal. Where required, further information concerning these rights and their application can be
obtained from the Global Data Privacy Office.

11. Complaints
If you wish to make a complaint about the way we use your personal information you should raise
this with us by contacting Human Resources in the first instance. However, if you are not satisfied
with the way we have handled your complaint you have the right to raise the matter with the
relevant data protection regulator.

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12. Changes to this Notice
This Notice is not contractual and we reserve the right to reasonably amend it from time to time to
ensure it continues to accurately reflect the way that we collect and use your personal information.
Any updates or changes to this Notice will be published on this recruitment portal here. You
should periodically review this Notice to ensure you understand how we collect and use your
personal information.

13. Contact Information

If you have any questions about the content of this Notice or the rights conferred to you under
applicable data privacy law you should contact the Global Data Privacy Office at the following
address:
Global Data Privacy Office
Aon Services Corporation
The Aon Centre
The Leadenhall Building
122 Leadenhall Street
London
EC3V 4AN
email: data.privacy@aon.co.uk

14. Employee Privacy Notice

Where you are offered employment with the Company a separate employee privacy notice will be
issued to you to explain how we make use of the personal information collected about you in
connection with your employment.

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